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Detailed job description and main responsibilities

Working as part of a team, the post holder will support the provision of a comprehensive administrative service for the Estates and Facilities Directorate on behalf of the wider NUH.

The office provides the day to day management and running of the Trust’s access control system and the production and issue of the Trust’s combined access control swipe card and identification card.  The post holder will operate the computerised access control systems, updating the systems to allow staff into areas as indicated by the authorised managers.  The post holder will be responsible for taking of staff photographs and the production of new staff ID and access cards.

The post holder will be the first point of contact for the Trust on access control and ID and as such will be responsible for contacting the appropriate staff in the event of an emergency or system failure.  The post holder should therefore have a good general standard of education, and a customer-focused attitude.

KEY JOB RESPONSIBILITIES

The post holder will undertake the following:

To update the Trust’s computerised access control systems for any new access cards issued and for any changes in staff access requirements ensuring all security and control criteria is met.

Be part of the team that manages the NUH’s Access Control ID Office, the provision of creating, updating and cancelling ID cards and the handling of cash for selling ID card ancillaries.

Obtain, seek and keep up to date authorisations for providing requested access for all areas requested by the individual.

To escalate concerns as appropriate to the Security Management Team and Department / Divisional Authorised Persons.

Show initiative and work with minimal supervision.

Manage the collection and distribution of correspondence regarding swipe access issues, including for the staff car parks across the NUH.

To photograph staff and produce new ID / access cards ensuring that all the correct information is displayed in line with the authorisation details.

Using appointments systems

Manage e-mail accounts

Attend meetings, some of which may be off primary site. Arrange dates, venues, take and transcribe minutes and distribute together with agendas and papers.

Use Microsoft packages including Word, Outlook, Excel and PowerPoint as required to produce formal correspondence, reports, documents and emails.

Provide cover as necessary for other administrative staff within the Department as appropriate.

To be able to work to tight deadlines.

Answer the telephone in a polite & courteous manner, dealing with enquiries and taking messages as appropriate, and ensuring confidentiality is maintained at all times.

Demonstrate office systems to new member of staff and local processes.

Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines

Finance

Manage payment and cash registers for ID cards and ancillaries, refunds & deposits and the transfer of cash to the Cashier’s Offices.

Be part of the team that manages the NUH’s Access Control Office’s stock and consumables.

Responsibility for the requesting and checking of stationery, office equipment and office supplies. Keep stationery cupboard fully stocked.

Information resources

Maintain and file the office’s various swipe access databases, car parking information and formal email responses.

Regular requirement to develop and create detailed reports from the NUH’s swipe access systems and edit within MS Excel on a specific ID card, door reader, group access level. All reporting is to be conducted in line with Datix requests and/or specific & authorised requests due to security-related incidents.

Produce, collate and distribute a range of reports from varying access systems for the NUH workforce or others as required.

Generate and design ad-hoc reports.

Manage all records and ensure confidentiality of written, computerised and verbal information at all times in accordance with Information Governance Code

Documentation filing and recording.

Key relationships

Proactively work and find efficiencies in intake processes and collaborate with both Recruitment and Clinical colleagues.

Liaising on a day to day basis with the Car Parking Department with access issues, adding, removing and suspending access levels in line with requests and information.

Liaise and attend meetings with Human Resources on behalf of the Access Control Department. To actively contribute with the administration of large staff intakes (e.g. junior doctors) and lead on the creation and issuing of ID cards at inductions.  To include record keeping of all cards issued.

Policies and Service Development

To comply with Trust and local Security and Control of Access to Trust Premises policies and provide comment on proposals for change in own area.

To ensure that all Health & Safety requirements are met and maintained, whilst actively pursuing and reinforcing the Trust’s policies in relation to Equal Opportunities and Diversity legislation.

Other

All post holders will be expected to take part in the Trust Development Programme.

It is the responsibility of all staff to display their ID badge at all times whilst on duty.

It is the responsibility of all staff to maintain the cleanliness of their work base.

The post holder will be required to undertake any other duties that may reasonably be required.

The above is only an outline of the tasks, responsibilities and outcomes required of the role.  The job holder will carry out any other duties as may reasonably be required by their line manager.  The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the Department and the Organisation.